Staff role permissions

Staff role permissions give you the ability to control the level of access your staff members have to the WellnessLiving system. These permissions allow you to limit your staff members’ ability to make modifications to your business configuration or access sensitive information. Limiting staff role permissions also makes WellnessLiving easier to use for staff members, because they will only be able to see the tools and options that are relevant to them.

To modify staff role permissions, see creating or modifying a staff role.

NoteSome user interface elements will not appear to staff members who are not granted the proper permissions. For example, the dashboard requires reporting permissions and will not appear to staff members without them.

Below is a list of the permissions which you can configure for each staff role.

Field Description
Location Determines at which locations your Business settings, Services and schedules settings, and Clients settings will apply for staff members assigned to this staff role. Your choices are:

  • Only my location – These permissions will apply at locations that are assigned to the individual staff member. For more information, see Setting a staff member’s locations.
  • All locations – These permissions will apply at all locations.
Global Control Select this checkbox to automatically select and enable all other permissions. Clear this checkbox to automatically clear and disable all other permissions.
Business Select the checkbox next to each business permission that you want staff members with this role to have. Your choices are:

  • Manage Business– Select this option to automatically select and enable all business management options for this staff role. Clear this option to automatically clear and disable all business management options for this staff role. Business management options are:
    • Edit business general information – Allow staff members to modify basic information about your business, such as the business name and address. For more information, see Setting up your general information.
    • Edit email settings – Allow staff members to modify the basic email settings for your business. For more information, see Setting up your business email settings.
    • Edit available services – Allow staff members to modify which services are available at your business. For more information, see Setting up your available services.
    • Edit business URLs – Allow staff members to modify your business URLs, such as the URL clients use to sign up. For more information, see Business URLs.
    • Edit business policies – Allow staff members to modify business policies such as whether clients can hold a negative balance. For more information, see Business policies.
    • Edit online waiver – Allow staff members to modify the online waiver and its associated policies. For more information, see Setting up your online waiver.
    • Manage locations settings – Allow staff members to change any setting for business locations except for the name and contact information. For more information, see Locations.
    • Edit locations general information – Allow staff members to change the name and contact information of business locations.
    • Manage franchise locations – Allow staff members to sign in to franchise locations without requesting permission from franchisees. This permission is only available to enterprise users with franchisor business accounts. For more information, see Requesting access to franchise locations (franchisor).
    • Setting closed days – Allow staff members to schedule closed days for the business. For more information, see Scheduling Closed Days.
Billing Select the checkbox next to each billing permission that you want staff members with this role to have. Your choices are:

  • Sign the service agreement – Allow staff members to sign the required service agreement on behalf of the business when they first log in so that all staff members can begin using WellnessLiving. If a staff member without this permission logs into their account before the business has signed the service agreement, they will not be able to use the system and will not be able to sign.
  • Manage billing information – Allow staff members to set up and edit the business’s billing information. Billing information must be set up before any staff member can begin to use the system. If a staff member without this permission logs into their account before billing information is set, they will not be able to use the system and will not be able to set up the billing information. For more information, see Setting up your billing information.
Interface Select the checkboxes next to the interface permissions staff members who are assigned this staff role should be able to manage for the business. Your choices are:

  • Look and Feel – Allow staff members to modify the look and feel settings to change how WellnessLiving appears to clients and staff members. For more information, see Customizing the look and feel of WellnessLiving.
  • Website Widgets – Select this option to automatically select and enable all website widget options for this staff role. Clear this option to automatically clear and disable all website widget options for this staff role. For more information, see Widgets. Website widget options are:
    • Manage widgets – Allow staff members to view website widgets.
    • Change widgets – Allow staff members to modify website widgets.
  • Manage WellnessLiving Achieve App – Allow staff members to manage settings for the Achieve Client App. These settings include upgrades or downgrades to the app plan and customizations to the app. For more information, see Achieve Client App.
  • Manage Partner Program – Allow staff members to view and enroll in the Partner Program. For more information, see Partner Program – Affiliate Tracking.
  • Edit Log – Allow staff members to view the edit log. For more information, see Edit log.
  • Alert messages – Allow staff members to see alert banners from WellnessLiving when they log in to their account. Alert banners are displayed when there is new information from WellnessLiving, such as a promotion or a software update.
Dashboard Select the checkbox next to each dashboard permission you want staff members with this role to have. Your choices are:

  • Dashboard Access – Select this option to automatically select and enable all dashboard options for this staff role. Clear this option to automatically clear and disable all dashboard options for this staff role. For more information, see Dashboards. Dashboard options are:
    • Edit Dashboards – Allow staff members to edit shared dashboards.
    • Delete Dashboards – Allow staff members to delete shared dashboards.
    • Share Dashboards – Allow staff members to share dashboards with other staff members.
Staff Select the checkbox next to each staff permission that you want staff members with this role to have. Your choices are:

  • Manage staff – Select this option to automatically select and enable all staff management options for this staff role. Clear this option to automatically clear and disable all staff management options for this staff role. For more information, see Staff members. The staff management options are:
    • Manage staff profiles – Allow staff members to add, remove, and modify staff member profiles.
    • Edit staff roles – Allows staff members to modify which permissions are set for each of your business’s staff roles.
    • Change Staff Roles – Allow staff members to change the staff roles to which staff members are assigned. If a staff member has this permission enabled, they may not be able to change other staff members’ staff roles based on the locations to which each staff member has access. For example, if a staff member has access to only one of a business’s locations, that staff member will not be able to change the staff role of a staff member who has access to all of the business’s locations, even if this permission is enabled.
    • Manage staff pay – Allow staff members to add, remove, and modify staff members pay rates.
    • Manage time clock – Allow staff members to modify clock in and clock out times. For more information, see The time clock.
Booking Select the checkboxes next to the availability override permissions that staff members who are assigned this staff role should be able to manage for the business:

  • Manage Availability Overrides – Select the checkbox next to each availability override permission that you want staff members with this role to have. Your choices are:
    • Book unavailable Staff Members – Allow staff members to book other staff members into services even if they are unavailable.
    • Book unavailable Assets – Allow staff members to book assets even if the assets are unavailable.
Service and Schedule Choose which schedules staff members who are assigned this staff role can access and choose what changes staff members who are assigned this staff role can make to those schedules.

For schedule access, your choices are:

  • Only my schedules – Allow staff members to view only their own schedule and make changes that affect only their own schedule.
  • All schedules – Allow staff members to view and make changes to any schedule.
  • Custom – Allow staff members to view and make changes to specific schedules for each service type.

If this staff role’s access is set to Only my schedules or All schedules, your choices are:

  • Manage services and schedules – Select this option to automatically select and enable all schedule management options for this staff role. Clear this option to automatically clear and disable all schedule management options for this staff role.
  • Manage services – Allow staff members to add, remove, and modify services on the schedules that they can access.
  • View canceled sessions – Allow staff members to view canceled Class and Event sessions on the schedule.
  • Scheduling past services – Allow staff members to add, remove, and modify services that have already occurred on the schedules that they can access. This will allow the staff member to substitute instructors for these services.
  • Scheduling future services – Allow staff members to add, remove, and modify services that have not yet occurred on the schedules that they can access. This will allow the staff member to substitute instructors for these services.
  • View attendance lists – Allow staff members to view the attendance lists for Classes and Events. 
  • Book clients Unpaid – Allow staff members to add clients to the attendance list of Classes and Events without payment. This permission can only be selected if the View attendance lists permission is selected.

If this staff role’s access is set to Custom, set each permission individually for Classes, Events, Appointments, and assets. Your choices for each service are:

  • Only my schedule or All schedules (available for Classes, Events, and Appointments) – Select Only my schedules to allow staff members to view only their own schedule and make changes that affect only their own schedule. Select All schedules to allow staff members to view and make changes to any schedule.
  • Manage [service type] – Allow staff members to add, remove, and modify Classes/Events/Appointments/assets on the schedules that they can access.
  • View canceled [service type] (available for Classes and Events) – Allow staff members to view canceled Classes/Events on the schedule.
  • Scheduling past [service type] services (available for Classes, Events, and Appointments) – Allow staff members to add, remove, and modify Classes/Events/Appointments that have already occurred on the schedules that they can access. This will allow the staff member to substitute instructors for them.
  • Scheduling future [service type] services – Allow staff members to add, remove, and modify Classes/Events/Appointments that have not yet occurred on the schedules that they can access. This will allow the staff member to substitute instructors for them.
  • View attendance lists (available for Classes and Events) – Allow staff members to view and modify attendance lists for Classes/Events on the schedules that they can access.
  • Book Clients Unpaid (available for Classes and Events) - Allow staff members to add clients to the attendance lists of Classes/Events without payment. This permission can only be selected if the View attendance lists permission is selected.
  • View appointments (available for Appointments) – Allow staff members to view Appointments on the schedules that they can access.
  • Manage assets (available for assets) – Allow staff members to add, remove, and modify BOOK-A-SPOT™ bookable assets on the schedules they can access.
  • Book assets (available for assets) – Allow staff members to book assets or modify existing asset bookings.
Online Store Select the checkboxes next to the store permissions staff members who are assigned this staff role should be able to manage for the business:

  • Manage the store – Select the checkbox next to each store permission that you want staff members with this role to have. Your choices are:
    • Manage purchase options and packages – Allow staff members to add, remove, and modify all settings of Purchase Options. When this permission is selected, the sub-permission below is automatically enabled.
      • Configure basic Purchase Option settings – Allow staff members to activate, deactivate, and edit the price of Purchase Options.
    • Manage products – Allow staff members to add, remove, and modify products.
    • Configure product settings – Allow staff members to modify products settings.
    • Manage suppliers – Allow staff members to add, remove, and modify suppliers.
    • Manage store categories – Allow staff members to add, remove, and modify store categories.
    • Manage gift cards – Allow staff to add, remove, or modify gift cards.
    • Sell products and services in the store – Allow staff members to make a sale through the store. For more information, see Making a purchase.
    • Edit price at the point of sale – Allow staff members to change prices of items in the shopping cart. For more information, see Applying a discount.
    • Manage Discount Codes – Allow staff members to add, remove, or modify discount codes.
    • Perform Cash Closeout – Allow staff members to closeout a till. For more information, see Performing a cash closeout.
    • Edit Cash Closeout history – Allow staff members to edit the data of previously performed cash closeouts.
    • Manage deposit on Cash Closeout Report – Allow staff members to take a deposit from a cash box while performing a cash closeout.
    • Edit transactions – Allow staff members to edit the date, time, amount, and payment method of previous transactions, excluding Virtual Terminal, ACH, and Card Swiper transactions.
Integrations Select the checkbox next to each integration permission that you want staff members with this role to have. Your choices are:

  • Manage integration – Select this option to automatically select and enable all integration options for this staff role. Clear this option to automatically clear and disable all integration management options for this staff role. The integration management options are:
    • Configure Groupon settings – Allow staff members to set up and modify Groupon integration for your business. For more information, see Groupon integration.
    • Configure MailChimp settings – Allow staff members to set up and modify MailChimp integration for your business. For more information, see Mailing list integrations.
    • Configure Constant Contact settings – Allow staff members to set up and modify Constant Contact integration for your business. For more information, see Mailing list integrations.
Marketing Select the checkboxes next to the marketing permissions staff members who are assigned this staff role should be able to manage for the business:

  • Manage marketing – Select this option to automatically select and enable all marketing management options for this staff role. Clear this option to automatically clear and disable all marketing management options for this staff role. Marketing management options are:
Notifications Choose which schedules should determine which notifications are automatically sent to staff members who are assigned to this staff role. Your choices are:

  • Only my schedule – Only send notifications that relate to their own schedule to staff members who are assigned this staff role.
  • All schedules – Send notifications that relate to all schedules to staff members who are assigned this staff role.

Next, select the checkboxes next to the notification permissions staff members who are assigned this staff role should be able to manage for the business:

  • Receive all notifications – Select this option to automatically select and enable all notifications for this staff role. Clear this option to automatically clear and disable all notifications for this staff role. Notifications are:
    • Receive customer review notification – Send staff members a notification when a client leaves a review for the business.
    • Receive sale has been made notification – Send staff members a notification when a client makes a purchase from the store or when any staff member makes a sale.
    • Receive all service notifications – Select this option to automatically select and enable all service notifications for this staff role. Clear this option to automatically clear and disable all service notifications for this staff role.
    • SERVICES
      • Receive all class notifications – Select this option to automatically select and enable all Class notifications for this staff role. Clear this option to automatically clear and disable all Class notifications for this staff role.
      • Receive all appointment notifications – Select this option to automatically select and enable all Appointment notifications for this staff role. Clear this option to automatically clear and disable all Appointment notifications for this staff role.
      • Receive all event notifications – Select this option to automatically select and enable all Event notifications for this staff role. Clear this option to automatically clear and disable all Event notifications for this staff role.
  • SERVICES: CLASSES
    • Receive client class booking notification – Send staff members a notification when a client is booked into Class.
    • Receive client class cancellation notification – Send staff members a notification when a client’s Class booking is canceled.
    • Receive class attendance list – Send staff members a notification that contains the attendance list for a Class when the list is updated.
  • SERVICES: APPOINTMENTS
    • Receive new appointment booking/request notification – Send staff members a notification when a client books or requests a booking for an Appointment.
    • Receive appointment change notification – Send staff members a notification when any changes are made to an Appointment booking.
    • Receive appointment cancellation notification – Send staff members a notification when a client’s Appointment booking is canceled.
  • SERVICES: EVENTS
    • Receive client event booking notification – Send staff members a notification when a client is booked into Event..
    • Receive client event cancellation notification – Send staff members a notification when a client’s Event booking is canceled..
    • Receive event attendance list – Send staff members a notification that contains the attendance list for an Event when the list is updated.
  • STORE
    • Receive product re-order notification – Send staff members a notification when a product reaches its re-order level.
  • PRIZE REDEMPTION
    • Receive client prize redemption notification – Send staff members a notification when a client redeems their rewards points for a prize.

NoteYou can set notification settings individually for each staff member by overriding their staff role notification settings. For more information, see Overriding a staff member’s notifications.
Rewards and Contents Select the checkboxes next to the rewards program permissions staff members who are assigned this staff role should be able to manage for the business:

  • Manage rewards and contests – Select this option to automatically select and enable all rewards program permissions for this staff role. Clear this option to automatically clear and disable all rewards program permissions for this staff role. Rewards program permissions are:
    • Manage leaderboard – Allow staff members to create contests via the leaderboard.
    • Reset total points – Allow staff members to clear the total accumulated rewards points for clients.
    • Configure Points – Allow staff members to manage rules that relate to the accumulation of rewards points. For more information, see Managing rewards point actions.
    • Configure Prizes – Allow staff members to set prizes and the number of rewards points required to redeem them. For more information, see Managing redeemable prizes.
Clients Choose which clients staff members who are assigned to this staff role should be able to modify. Your choices are:

  • Only my clients – Allow staff members to only modify clients who are booked into that staff member’s services.
  • Clients from my location – Allow staff members to only modify clients who have the same set home location as the staff member.
  • All clients – Allow staff members to modify all clients.

Next, select the checkboxes next to the client management permissions staff members who are assigned this staff role should be able to manage for the business:

  • Manage clients – Select this option to automatically select and enable all client management permissions for this staff role. Clear this option to automatically clear and disable all client management permissions for this staff role. Client management permissions are:
    • Manage client profiles – Allow staff members to add, remove, and modify clients. For more information, see Client profiles.
    • View client details – Allow staff members to view client information throughout WellnessLiving.
    • View client purchases – Allow staff members to view clients’ past purchases in WellnessLiving.
    • View client passes and memberships – Allow staff members to view the passes and memberships section of client profiles.
    • Edit client passes and memberships – Allow staff members to modify passes and memberships that clients own.
    • Refund client transactions – Allow staff members to process refunds for client purchases.
    • Manage client billing and account balance – Allow staff members to view and modify the billing and account balance section of client profiles.
    • View client transactions details – Allow staff members to view detailed information about client transactions. For more information, see Understanding client transactions.
    • Client notes and warnings – Allow staff members to add and modify notes on client profiles.
    • Client flagging – Allow staff members to flag client profiles to prevent online booking.
    • Client types – Allow staff members to add, remove, and modify client types.
    • Client groups – Allow staff members to add, remove, and modify client groups.
    • Manage Transformation Log – Allow staff members to customize the transformation log.
    • Edit client transformation log – Allow staff members to modify client transformation logs.
    • View Client Notes/SOAP Notes – Allow staff members to view notes and SOAP notes about clients.
    • Edit Client Notes/SOAP Notes – Allow staff members to modify notes and SOAP notes about clients.
    • Send Email/SMS to clients – Allow staff members to send emails and SMS messages to clients from client profiles, reports, and attendance lists.
    • Book clients outside their current paid period – Allow staff members to book services for a client when the services take place in the past, outside of the date range for which the client’s applicable Purchase Option is active, even if the business policy option Clients can only book sessions within their current paid period is set to ON.
Reports Choose which reports staff members who are assigned to this staff role should be able to view. Your choices are:

  • Only my reports
  • All reports

Next, select the checkboxes next to the report permissions staff members who are assigned this staff role should be able to view:

  • Full report access – Select this option to automatically select and enable all report permissions for this staff role. Clear this option to automatically clear and disable all report permissions for this staff role. Report permissions are:
    • Client report access – View all client reports.
    • Attendance report access – View all attendance reports.
    • Staff report access – View all staff reports.
    • Sales report access – View all sales reports.
    • Email report access – View all email reports.
    • Cash Closeout report access – View the Cash Closeout report.

Select the Power Search permissions for this staff role:

  • Full power search access – Select this option to automatically select and enable all power search permissions for this staff role. Clear this option to automatically clear and disable all power search permissions for this staff role. Power search permissions are:
    • Edit power searches – Edit shared power searches.
    • Delete power searches – Delete shared power searches.
    • Share power searches – Share power searches with other staff members.
Task Management Choose which tasks staff members who are assigned to this staff role should be able to modify. Your choices are:

  • Only my tasks
  • All tasks

Next, select the checkboxes next to each task management permission you want staff members with this staff role to have:

  • Full task access – Select this option to automatically select and enable all task management permissions for this staff role. Clear this option to automatically clear and disable all task management permissions for this staff role. Task management permissions are:
    • Add task – Allow staff members to add tasks.
    • Edit task – Allow staff members to edit existing tasks.
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